How To Choose a VoIP Provider (2023 Guide)

How To Choose a VoIP Provider (2023 Guide)

VoIP systems are phone systems that use the internet to make calls.

This means that you can use your computer, smartphone, or other devices to make calls instead of using a regular phone.

With various business use cases, the best VoIP providers offer many features that cater to businesses, such as call forwarding, caller ID, voicemail, etc.

This can save your business money since VoIP systems are often cheaper than regular phone lines.

In this post, I’ll go over everything you need to know about voice over internet protocol systems and how to choose the best VoIP provider for your business.

Let’s dive deep into this topic.

Aspects To Consider When Choosing A VoIP Provider

There are a few crucial aspects to consider when choosing a VoIP phone service. These aspects, offered by different VoIP service providers, include the following.

Business Communication Needs

The best VOIP service provider is the one that can cater to your business communication needs.

This means that they should offer essential features to your company, such as call forwarding, caller ID, voicemail, and more.

International Calls

Using the right internet protocol system also allows businesses to make international calls.

This is a great feature for companies with employees or customers in different countries.

By using the same broadband internet found in most offices, you can set up a VoIP phone to make calls to different countries without worrying about expensive long-distance charges.

Calling over an internet connection also means there is no need to worry about the quality of the call, as it will be the same as if you were making a local call.

Customer Support

The best VoIP service provider is the one that can offer you support when you need it.

This means that the platform you choose should have a team of customer service representatives who can help you with any problems.

The provider should also have a knowledge base or FAQ section on their website that you can use to find answers to common questions.

The Available Reviews

The right VoIP system for your needs will have good reviews from other users who are ideally involved in your business’s same niche.

You can find these reviews by doing a quick search online.

When you read these reviews, pay attention to what other users are saying about the features offered by the provider and the quality of customer service.

This will give you a good idea of what to expect from the provider.

Compare Pricing

Various VoIP providers offer different plans at various price points.

It’s essential to compare these providers’ pricing to find the best deal.

Just visit the product’s pricing page and compare VoIP providers and their various plans.

Check The Contract Length

Business VoIP providers will often have contracts that you will need to sign.

Before you sign any contract, make sure you understand the terms and conditions.

In particular, you should pay attention to the length of the contract and the early termination fee.

You will need to pay the early termination fee if you decide to cancel your service before the end of the contract, so being aware of what’s involved is important.

Make Sure They Provide Scalable Options

If you want your small business to grow, choosing a VoIP provider that offers scalability is essential.

This means that they should be able to increase the number of users on your account as your company grows and also have the bandwidth to support a growing operation.

Check For Any Add-On Services They Might Offer

The best VoIP providers will often offer additional services that you can add to your account.

These services can include call recording, call center software, and more.

See What Features Are Included

Various features are included in different VoIP plans.

Some of these features are essential, while others are nice to have – understanding the difference is essential when making a final decision.

That said, in the next section, I will go over some of the most important factors to consider.

What Features Do You Need In A VoIP Provider?

The functionality that a business needs will vary from one company to another.

However, some features are essential for most businesses.

Let’s look at some of these critical features.


One can integrate VoIP phone systems with a variety of business applications.

This allows the business to use a VoIP phone system with other software, such as customer relationship management (CRM) software and office productivity suites.

Third-party integrations make it easier to manage business communications and can make employees more productive.

Messaging Features

Features such as SMS marketing and instant messaging (IM) are becoming more common in business VoIP plans.

These features allow you to send and receive text messages using your VoIP phone number in real-time.

This can be a convenient way to communicate with employees, customers, and partners.

Video Calls And Conferencing

While not something that a traditional phone system offers, video conferencing is a feature that is becoming more common in VoIP plans.

This feature lets you have meetings with employees, customers, and partners using your VoIP phone system and an attached camera.

If video and voice conference calling is essential for your needs, check out my list of the best conference calling services for more information.

Auto-Attendant Features

A voice over IP (VoIP) phone system can be a great way to manage your business calls.

When making phone calls, the system can prompt customers to choose from various options.

For example, one might be asked to press 1 for sales, 2 for customer service, or 3 for the company directory.

This process is known as an auto-attendant.

Auto-attendant features can be valuable for managing your business calls and ensuring that each call is routed to the right person.

Call Quality

Whether you call a cell phone or a landline, your customer experience will suffer if poor call quality exists.

This is why it’s essential to ensure that the VoIP provider you choose offers consistent, high-quality calls.

Mobile App

Using a mobile app, you can make and receive calls using your VoIP phone system from your mobile device.

This can be a convenient way to stay connected while you are on the go.

Call Routing

When it comes to telephony, calling routing refers to the process of routing calls to the right person or department.

A business phone system needs to have call routing features to handle each call efficiently while minimizing the waiting time involved.

API Features

Some might consider an API (application programming interface) feature to be one of the advanced features of a VoIP phone system.

However, an API can be a valuable tool for businesses that want to integrate their VoIP phone system with other software in the most straightforward way possible.


Some VoIP systems have an in-built CRM that allows a business to access customer information while on a call.

Depending on one’s needs, the whole process might be even more accessible when working with data.

Security Measures

The right VoIP provider will have security measures to protect your business from fraud and hacking.

The number of past recorded outages will also be a factor in determining the security of the VoIP provider and is definitely something to consider.

Team Messaging

Telecommunication between team members is an essential part of any business.

A VoIP phone system should have team messaging features that allow employees to communicate quickly and in multiple ways.

Bandwidth Usage

A contact center that uses a VoIP phone system will need to have enough bandwidth to support the number of incoming calls.

The VoIP provider should be able to offer a plan that meets the needs of the business without going over the bandwidth allocation the business has.

Call Waiting

If inbound calls are received while other calls are already in progress, the VoIP phone system should have a call waiting feature.

This allows the new call to be put on hold until someone can answer the person that’s calling.


This refers to the ability to have a phone number transferred from one VoIP provider to another.

This can be a valuable feature if you need to switch providers without getting in touch with all your customers and letting them know your company’s phone numbers have changed.


Having a cost-effective VoIP phone system is essential for any business.

The service price will be determined by the features you need and the system’s number of users.

The Right Phone System

Most companies will offer multi-line phone systems that allow for a great degree of customization.

Being able to take on simultaneous calls, direct certain calls to specific departments and even have customers leave voicemails – all through one headset – is now the reality for many businesses.

The Difference Between Calling Software And VoIP Software

Call center software also includes traditional calling software.

While this might be a type of VoIP software, there are some critical differences between this type of software and VoIP.

First, let’s look at VoIP systems. These systems use the internet to make calls.

One can do this with a computer, smartphone, or other internet-connected devices.

Call center software also uses the internet to make calls, but it is designed specifically for businesses that need to manage a high volume of calls.

This means that call center software typically has more features than VoIP systems, such as recording, automatic call distribution, and interactive voice response.

Knowing your business needs and which provider can best serve such needs are crucial to choosing the right platform.

Registering For A VoIP Number

Want to know if a VoIP company is the right fit for you?

Most offer a trial period that you can go through to decide.

In this example, I’ll be using MightyCall to show you how to get your own VoIP number.

These are the steps to follow.

Step 1: Go to their website and choose Free Trial.

Step 2: Click on start 7-day free trial

Step 3: Choose your city, enter an area code, or ‘letters or digits’. You’ll get a list of possible numbers to choose from. Choose the number you want.

Step 4: Fill in your information and you’ll be good to go.

Get started with MightyCall.

Wrap Up.

Choosing the right VoIP provider is an important decision for any business.

The provider you choose will determine the quality of your VoIP calls, the features available to you, and the price you pay.

When choosing a VoIP solution, do not make hasty decisions.

It’s vital to consider your business’s needs, compare pricing, and read reviews to find the best provider.

Further reading on Want to compare top-rated platforms to communicate with others online?

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Disclosure: I may receive affiliate compensation for some of the links below at no cost to you if you decide to purchase a paid plan. You can read our affiliate disclosure in our privacy policy. This site is not intending to provide financial advice. This is for entertainment only.